Another Friday Favorite, our weekly opportunity to gush over one of our favorite apps.

This week I'm going with an oldie but goodie that I use every day. Way back when Dashboard first appeared, my biggest problem with it was that I simply forgot about it. My main use of Dashboard is for displaying information that I want to remember, e.g. appointments with iCal Events, iCal ToDos with DoBeDo, the weather, etc. However, for this to be really useful it needs to be in front of my face a lot. And since I generally tend to forget to invoke Dashboard on my own this pretty much fails.

Enter the basic preference pane app Dasher, which does one simple, but amazingly useful thing: it automatically invokes the Dashboard after a set period of time. Everytime I step away from my Mac and return, the Dashboard is displayed with my appointments, etc. so that now they're in my face enough for me to remember them and Dashboard finally works for me.

Dasher is a free download from Splasm Software. It's an old piece of software that has not been updated in quite some time, but it still works fine on my 10.5.7 machine.

Incidentally, there's another way to accomplish something similar using an OS X screen-saver. DashSaver (donation requested) from High Earth Orbit installs as a standard screen saver and will also display the Dashboard after a set period of time.

We seem to be mentioning both Parallels and Kerio pretty frequently, and they keep coming up with cool stuff. Kerio announced today that it will be offering its mail and collaboration platform, Kerio Mailserver, as a Virtual Appliance for Parallels on the Mac, news that will be of interest to a lot of folks looking for an even easier way to get away from Exchange.

The Virtual Appliance comes with a preconfigured version of CentOS 5.3 Linux, optimized for Kerio Mailserver. It looks like an ideal solution for businesses that need to run more than one OS, allowing hardware to be shared and making efficient use of server power.

I'm guessing you'd want an XServe or high-end Mac Pro if you're planning to deploy multiple Virtual Appliances, but I would think that the KMS Virtual Appliance should run on any Intel Mac which can do a decent job of running Parallels to begin with. If you missed it, check out the WWDC video of a tricked-out Mac Pro running Leopard and two installs of Vista with Parallels.

The Kerio Mailserver Virtual Appliance comes ready-to-run (if you have Parallels Desktop or Server) as a 30-day trial. Pricing starts at $499US for ten users, with an option to add integrated McAfee Anti-Virus for an extra $100US ($599).

If you have a photographic memory, you may recall an article I wrote for TUAW about a year ago describing how to use AppleScript to make it easier to transcribe QuickTime movies and audio. In the comments for that piece, a program was pointed out to me (thanks imnotjesus) which has become a valuable tool in my toolbox. Transcriva is a single-purpose program for transcribing video and audio clips with a rich set of features certain to make your life easier. If you're doing professional transcription, recording audio notes in a class or a meeting for later reference, preparing sub-titles for a movie, or anything which involves copying what's being said or shown into text form, Transcriva has tools to fit, and pricing I find very reasonable.

The main window of Transcriva offers a library view of your transcriptions, a media playback bar and your current transcription. With user-configurable keyboard shortcuts, it's possible to comfortably operate during a transcription without your hands ever needing to leave the keyboard. It even works with a foot pedal, if you're set up with one. You can control playback speed and set it to match your typing speed, as well automatically jump back a configurable number of seconds when you pause and resume playback.

Of all of the features available, Follow-Along is my favorite. It allows you to play back your audio after you've transcribed it, and highlights the appropriate sections of the transcription as the playback head moves through them. More importantly, clicking on an area of the transcription jumps to its related point in the playback, allowing you to quickly review the audio associated with a note or transcription. This is important because that's exactly how I use Transcriva, taking notes from audio recordings or even during a recording when I'm using the built-in record features. Then I can review my hastily typed notes and immediately hear the audio that was happening at the time I took the note.

It's great for recording meetings and annotating recorded Skype conversations. I imagine it would be an amazing tool in class, if you were in a situation where recording and typing were allowed. I haven't been to school for a while. The functionality is similar to Pear Note, but at $29.99US, Transcriva comes in $10US cheaper and packs more features.

Transcriva can handle just about any type of audio or video you can play on your Mac. It uses QuickTime, and with Flip4Mac and Perian installed, you can extend the possibilities to include WMV, AVI, DIVX, FLV and more. When you're done with a transcription, you can export it to RTF or Word formats for sharing, publishing or continuing editing externally. I use Transcriva to recap interviews I do over Skype, and take my notes in an "outline" format which I can, with a little finagling, turn into a mind map or outline for an article.

Transcriva has made my life exponentially easier and is a tool I'd gladly recommend to anyone with similar needs. My direct experience with the developer has also been great, with quick response times and a single bug report resulting in a new build within a couple of days. Transcriva is free to try, $29.99US to buy. You can download the trial at the Bartas Technologies site. If you hurry, it's even discounted to $19.99US in the MacUpdate Promo today.

Being a productivity nerd who happens to love technology has its benefits. Those of us who are happy to spend a Friday night creating and destroying a list of tasks have absolutely no shortage of quality applications upon which to practice and hone our weirdo craft.

For web-based task management there's the popular and venerable Backpack by 37Signals which, up until very recently, was in bad need of an equally awesome representation on our iPhones. I'm happy to say that the clouds have wandered west and the iPhone-toting Backpack lovers can rejoice at the advent of Satchel [App Store].

I know what you're thinking. "Dude, could you be a little more gushy about a freaking iPhone application?" Perhaps I could, but there's a reason that this article is written with such an overt sense of elation and joy. I love this application. It has succeeded where others (most notably, FrontPocket) have woefully failed. So, if you just want to know whether or not I "endorse" this product, the answer is yes. Read on if you're curious as to why.

It suddenly occurred to me that my needs for software have changed.

It was while I was browsing for a native Mac application for monitoring weight loss that I realized that little out there would suffice if it couldn't sync with my iPhone. While there are several popular online sites for tracking diet and exercise, I wanted something that would sync with my Mac and that I could maintain from both my desktop and iPhone without having to go through a third-party website.

I didn't find that hoped-for software, but I did discover Bento.

I've had a love affair with bento lunches since I began Japanese studies in 2000. They're still my favorite lunches to pack, and the concept behind them is simple: A compact way, yet attractive for those who put the time into it, of carrying a lunch. Everything is tucked away in its own compartment and it's easy to access.

FileMaker took this concept of bento lunches and used it to make Bento, a database application that works hand in hand with your Mac that we've covered quite a bit and also now has an iPhone version. It is supposed to be a database program for the rest of us -- you know, those of us who open up a spreadsheet in Excel or Numbers and suddenly go cross-eyed and immediately move onto something else ... or just never bothered using a database program in the first place.

"After all," I thought once upon a disorganized time, "I will never use something like this on a day to day basis."

Yesterday, amidst the SlingMobile débâcle and an OS update, Kerio Technologies released Kerio Mail MailServer 6.7. The mail and collaboration server, often used as a replacement for Exchange, has added several new features, including a few geared toward Mac users.

The Kerio Global Address List (GAL) is a new feature that provides a simple way to get address and contact info from clients like Outlook or Entourage. It syncs and authenticates with both Microsoft Active Directory and Apple Open Directory, as well as Kerio's own user directory. In any company, people join and leave the group, and users are often required to manually update their address books to add and remove entries. With GAL, it's a single directory in a single place, and changes are transparent for users. It supports Entourage, works with the iPhone and functions offline.

Kerio MailServer 6.7 also comes with an auto-configuration script for Entourage 2008, downloadable within the Kerio client, providing pre-configured account setup. There's support for private events in iCal, allowing users to maintain personal schedules without requiring a separate calendar application. AddressBook gets some additional love with support for synchronizing groups (which become Categories in Entourage).

Kerio has had good support for iPhone users for a while now. For non-iPhone mobile users, there's new support for viewing HTML emails on Nokia devices, as well as DataViz RoadSync compatibility.

The MailServer itself is now a certified VMWare appliance, and promotes compatibility with two new Linux distributions: Ubuntu 8 and Debian 5. CentOS is the preferred platform for running on VMWare. IT admins and users alike will appreciate the dramatically improved anti-spam engine, which has been optimized for multi-CPU use, parallel processing of email messages for large queues, improved heuristics and 13 layers of spam protection.

In addition to some of the previously available migration tools provided by Kerio, a new IMAP migration tool relieves what is undoubtedly one of the biggest headaches in switching mail servers: keeping your old mail. It's a cross-platform utility which moves messages, folders, accounts and domains from the old system to Kerio MailServer. The IMAP migration tool has been fully tested with OS X.

Kerio's pricing has remained the same with this release. Starting at $499 for 10 users, there's a range of options available for different configurations and add-ons, as well as subscription pricing. See Kerio's pricing page for more details.

Things Touch 1.3.5 has been released along with Things 1.1 and, among a heap of bug fixes and UI improvements, you'll find a new feature for syncing Areas of Responsibility from your Mac to your iPhone (it's not yet possible to create Areas in Things Touch). The feature requires Things 1.1 on the Mac side, which was officially released today, but has actually been available (sans release notes) for about a week (assumedly waiting for Things Touch to make it through App Store approval).

Another new addition (which is more exciting, to me) is full AppleScript support in Things on the Mac. I haven't had a chance to dive into it yet, but it's a topic I discussed with Cultured Code at the last Macworld Expo and I'm excited to see it come to fruition. People using Things in any kind of group setting will appreciate the reconsidered approach to task delegation, as well.

For those who aren't familiar with Things in general, I'll take a quick step back. Things for the Mac has been a staunch competitor in the Mac task-management colosseum. Battling it out with OmniFocus and newer gladiators like The Hit List, it's been recognized by many for its simplicity and elegance. Things is powerful and flexible, while remaining reliable and simple. Things Touch is its iPhone companion, usable on its own or synced with Things Mac.

You may be asking, what's an "Area of Responsibility?" This is one of the features of Things which was hardest for me to grasp. It's not quite a GTD context, and it's not a folder for projects. Basically, Areas provide a flexible means of handling tasks which aren't part of a "project" and aren't necessarily sequential in nature. In the words of Cultured Code:

With an Area of Responsibility (or simply "Area"), you don't ask yourself about the desired outcome, but what standards you would like to maintain. An Area corresponds to an ongoing activity. These could be, for example, job responsibilities, roles you have taken on in your family, or personal responsibilities like health.

Things is available for download as a free trial, and can be purchased for $49.95US. Things Touch, the iPhone version, is available in the App Store for $9.99US.

Call it what you will, but "Spring Cleaning" is just as important on your Mac as it is in real life. From cleaning out old files to organizing music/movies/TV shows that you "threw" into iTunes over the past few months, spring cleaning is a necessary evil.

One way to find large files that might be eating up space on your Mac is with a smart folder; it's easy to set one up right from the Finder. To create a smart folder that will find large files on your hard drive, simply follow these directions:

1. Open a new Finder window and select File > New Smart Folder.
   
2. In the resulting window, select "Other" from the first drop-down menu (the default selection is "Kind), and search for the key word "size." If you wish this item to remain in the menu, select the "In menu" check box. Select the OK button once you select the "Size" item.
   
3. Select "is greater than" from the next drop-down menu.
4. Type in the size that you would like to search for files. I would suggest searching using 1 GB, but you can use any size you wish.
   

Finder will immediately begin searching your Mac for any files that match the description that we just specified. When you are ready to save your smart folder, select the "Save" button from the top right of the Finder window. You will then be asked to specify a save name and location. Now whenever you want to look for large files that might be hogging space on your system, just open this smart folder, and let the search begin!

Beyond this tip, if you are looking for utilities that can help you keep your storage lean and free of bloated, legacy files, you may want to check out GrandPerspective, WhatSize or OmniDiskSweeper.

I want to make a quick mention regarding one of the most useful utilities I've found in recent days: SizeUp. It allows you to resize and reposition windows using keyboard shortcuts. It's no secret that I like my screen real estate, and making the most of it is a big deal to me. You can sit and resize windows all day, but I'd rather hit a couple of keys and have everything in place.

SizeUp offers half-screen (vertical or horizontal) and quarter-screen sizing (easily positionable in any corner), as well as a true Windows-style maximize function. You can also set a custom size for the "Center Window" option, which resizes the window to the specified dimensions and positions it in the center of its current screen. Not the screen you want? The last set of shortcuts lets you jump the window between existing monitors in your setup.

The hotkeys are configurable, but the defaults (surprisingly) didn't conflict with any of my extensive collection of shortcut combinations. SizeUp is shareware, but you can pay what you think it's worth (Fair licensing). A suggested price of $9.99US doesn't seem at all unreasonable to me. If it's useful to you, but not that useful, a minimum donation of $2.99US is requested. The maximize function alone is worth that. Developers Irradiated Software also offer a "lite" version called TwoUp which can do the split screen trick on its own, free. Grab a fully-functioning demo of SizeUp at the Irradiated Software website.

ScreenSteps, the invaluable tool (mentioned here many a time) for writing software documentation quickly and easily, has updated to version 2.5. Among the new features is improved annotation capabilities, including a text tool and keyboard shortcuts for speedy duplication and repositioning of annotations.

You can set a status on lessons to remind yourself what's ready to publish, and what needs a little more work. Lesson steps can be more easily manipulated and reordered in the lesson inspector. Also, compiling lessons into full manuals is significantly easier, including the ability to quickly filter which lessons are included at the time of export.

I use ScreenSteps extensively in training clients on the websites I work on. It's not expected of me in most circumstances, but a PDF instruction booklet or an HTML export embedded in the content manager does wonders for reducing support calls. If you write any kind of screen-based documentation and haven't taken a look at ScreenSteps, it would be worth its price in the time it could save you. The best part of the system is that you can easily re-use and update manuals without much hassle, allowing a skeleton manual to be quickly turned into a custom manual for a client, or making it easy to add a step you didn't think of until you were in the middle of a training session.

You can try out ScreenSteps for free, and pick up one of two versions if you dig it: Pro for $59.95US, or Standard (lacking export of full manuals and support for MindTouch Deki and Confluence export) for $39.95US. There's a full feature comparison on the Blue Mango site.

Back in December, online backup company Backblaze launched a private beta of its service for Mac users. Like its Windows counterpart, the Backblaze subscription service is $5 US a month (or $50 US a year) for unlimited backup space. Today, the company is officially launching its service for Mac users, along with an updated client, better support for external drives and enhanced recovery options.


Configuration and setup

Just like in the beta, Backblaze remains extremely easy to set-up and use. You just install the program (by default it will run in the background, though you can change this), enter in your e-mail address and password, and it will start backing up your files. The default setting has Backblaze running any time it finds an available internet connection. The backup process is constant and Backblaze stores multiple versions of a file for 30 days (so if you are frequently changing a document or spreadsheet, 30 days worth of revisions are saved to Backblaze).

If you want to remove Backblaze, the company has made the uninstall process easier and more intuitive. There is now an uninstaller built into the install DMG image, just double-click on Uninstall (right next to the install option) and you can take Backblaze off your system. If you trash the DMG, just download it again off the Backblaze web site for easy removal.

Backblaze won't backup your Applications (thought it WILL backup stuff in your User/Library folder, so many of your application settings will remain backed up), but it will backup your photos, movies, audio files as well as things like your iPhoto or Aperture database, various documents, and more. By default, .ISO, *.exe and *.DMG files are excluded from the backup file type list, but you can remove most of those extensions (*.ISO cannot be removed) if you want to backup that information.

The maximum single file size is still 4 GB, but keep in mind this doesn't mean your iPhoto or Aperture databases won't be safe. Those databases are actually just folders with lots of smaller individual files, that's fine. If you have individual files over 4 GB in size, those won't be backed up with Backblaze. You'll need to split the files into smaller segments or make alternate arrangements.

Grape, just released as a beta, is a new take on desktop file management. I've seen several attempts at innovative user interfaces for file management in my day, some better than others, but this is the first one I've been really excited about. In the words of the author -- Stéphane at docklandsoft.com -- "Grape is a visual and spatial way to classify and organize temporary files." I use my desktop as a sort of Inbox, saving all of my working files, PDFs of web pages and other random bits there during the day, and then tagging and bagging the collected mess once or twice a day. It's not a bad system, but I love anything that might make my life simpler and/or more interesting.

Grape takes all of the files on your desktop and puts them into a kind of three-dimensional workspace where you can pan and zoom, group files and perform various functions, including filing them to folders anywhere on your hard drive. You can zoom in and out with your scroll wheel or by holding command-space and dragging a rectangle. You can pan around the space by holding space and dragging. Once you've started organizing, you're able to create boxes and text labels to highlight groups of interest or provide highlighted areas for sorting. You can also Quick Look files, as well as choose the preview image for movies and multi-page PDF files. You can't descend into folders, but if you have a Quick Look plugin for folders, it's really easy to identify previously grouped files without jumping back to the Finder.

At this point, Grape is interesting (and fun), but lacks some much-needed functionality. Among the list of things I'd like to see: more mouse-only navigation, droppable folders, the ability to create functional drop-boxes to send files to specific folders, OpenMeta tagging (or AppleScript access to selected files for apps like Tags) and a more customizable interface (I find the default blue gradient a little overwhelming). It's a great start, though, and has really piqued my interest in more "spatial" file-management interfaces. Check out a video of Grape in action after the jump, and grab the beta here.

Earlier this month I had the unhappy experience of using the iPhone app VoiceMail.[ App Store link] The U.S. $0.99 app was designed to send an audio message to another iPhone, or a PC or Mac. It failed almost every test I gave it, but the developers say they have been hard at work and have updated VoiceMail.

In my tests I have found the app to be much improved. The audio is no longer distorted, and the message plays back on any PC now. QuickTime is no longer required to play back the message, as it can come as a standard MP3 file. Uploading the message from the iPhone is still pretty slow, even using WiFi. A short 5 second message took 15 seconds to send.

This is a handy utility if you want to send an audio message and don't want to use voice mail, although it seems pretty useless for iPhone to iPhone messaging as you already have voice mail available.

I still have some nits to pick with this app. Clicking on the support link at the App Store takes you to a web site that just links you back to the App Store. Not too handy. Your voice mail sits on the developers server's, and that doesn't seem to be overly secure or private. The developers make no mention of a privacy policy.

I'm glad to see this app updated, and for some it may be very useful. It's clear it works now, but with MMS messaging coming in iPhone OS 3.0 and a Voice Memo app that may allow forwarding the sound file, the features of VoiceMail may be overtaken by the Apple update.

It's not a big risk for less than a buck, and I was glad to see the developers respond so thoroughly to my earlier review and fix most of what I complained about. If you have use for the features it offers, and can live with some uncertainty about privacy, you can certainly give it a try.

The Omni Group just released OmniFocus 1.6, and it's a big, big update. Current users are going to be pleased, even if they don't bother to page through the extensive list of new features and fixes in the release notes. I've never said anything to the contrary, but this is proof that Omni is listening carefully to users and working hard to evolve with user demands while still maintaining their original vision.

For the uninitiated, OmniFocus is one of the top contenders for your task manager dollar. Among the commercial options -- along with Things and up-and-comer, The Hit List -- OmniFocus is considered to be the powerhouse, at least as far as features. It's been a bit too much power for a number of people looking for simplicity in both form and function, but for those who need the extra power, it's a solid choice.

When I say "extra power", I'm talking about advanced sorting based on just about any criteria, saved filter sets called "Perspectives," AppleScript support, integration with Mail, iCal sync, iPhone sync (with separately purchased iPhone version) and some advanced capabilities to help you determine your "next action" with less input than some of the others. Things and The Hit List are still contending for my ultimate love, but I've used OmniFocus extensively and can honestly say that the only reason I tend to drift away from it is complexity -- both in the UI and in general functionality.

As I mentioned, the 1.6 release notes are extensive, and the vast majority of the entries are of very similar importance, making "highlights" hard to do. There are changes and additions to the filtering options, a new "Flagged" collation type for Context view, a prodigious number of bug fixes and enhancements to existing functionality, UI improvements, AppleScript fixes and improvements ... seriously, it's a long list. If you're a current user, you should be notified of the update within the application (check your update settings in Preferences), and new users can download a free demo. OmniFocus will hit your pocketbook for $79.95US ... competitive in the GTD arena and fitting for the punch it packs.

Here's the question: what day of the month does next Friday land on? You pull out your iPhone, turn it on, unlock it, navigate to the Calendar and switch to Month view. Got it. March 20th. Of course, being the self-proclaimed efficiency expert that you are (isn't everybody?), you quickly decide that was way too many steps for such a simple task. If you regularly need this particular type of information, you're going to have to find an easier way. You could (A) carry around a printout of the calendar for the month, or (B) check out MyCal.

MyCal is a single-purpose app from Chillix, the same developers to whom our faithful readers offered their offbeat to-do lists a while back. It allows you to pick a background -- from a wide variety of built-in images or from your own collection -- select a calendar style and set transparency levels. When you're done, it outputs a wallpaper image you can use to get a quick view of the month without even unlocking your phone. To be clear, it won't show you any appointments or tasks, just a good-looking calendar that's readily accessible. A recent update to the application fixed some issues with blurriness, and I give it two thumbs up for simplicity and usefulness. If you fit into the description in the first paragraph, you might just want to check it out. The user's guide offers a comprehensive preview, and it's available in the App Store for 99 cents (US). Chillix has built up a fairly extensive collection of iPhone apps; check out their website for some other gems.